Office Coordinator

iCapital
Salt Lake City, UT
On-siteCareer-pivot friendly

Who this role is best for

Best suited to candidates with administrative and hospitality experience working in a corporate office environment.

Best fit for

  • Candidates with experience in event coordination and vendor management in corporate settings
    — “Coordinate employee engagement activities, office events, breakfasts, lunches, celebrations”
  • Individuals who thrive in a hospitality-focused, service-oriented role with a proactive mindset
    — “Serve as a welcoming and professional point of contact for employees, guests, and vendors”
  • Candidates comfortable with multitasking and maintaining high standards of organization and follow-through
    — “Able to multitask and prioritize competing responsibilities”

Things to consider

  • Onsite work is required Monday through Friday during standard business hours
    — “Work onsite Monday through Friday during standard business hours”
  • The role involves physical tasks such as lifting up to 40 pounds
    — “Able to lift and move up to 40 pounds”

How to stand out

  • Showcase your ability to maintain organized systems and inventory management in your application materials
    — “Monitor, maintain, and replenish pantry supplies, snacks, beverages, office supplies”
  • Emphasize your proactive approach and ability to step in when the Office Manager is unavailable
    — “Assume responsibility for essential office functions during periods when the Office Manager is out of the office”
Pace · SteadyCollaboration · HighAutonomy · MediumDecision Impact · Team

Derived from job-description analysis by Serendipath's career intelligence engine.

What success looks like

  • Support daily office operations
  • Coordinate employee engagement activities
  • Maintain office supplies and equipment
  • Coordinate vendor visits and maintenance requests
  • Support onboarding activities
Typical background
Strong organizational and time management skillsExcellent written and verbal communication abilitiesCustomer-service and hospitality-focused mindset

Skills & requirements

Required

Office ManagementAdministrative SupportEvent CoordinationInventory ManagementVendor CoordinationOffice ProjectsOnboarding ActivitiesHealth And SafetyConfidentiality

Preferred

Workplace Management PlatformsCustomer ServiceProject Management

Stack & domain

Microsoft Office SuiteOutlookExcelWordTeamsPowerpointWorkplace Management PlatformsOfficespaceCoupaExpensifySharebiteOrganizationalTime ManagementCommunicationMultitaskingAttention To DetailOffice ManagementCustomer ServiceEvent CoordinationInventory ManagementVendor CoordinationOnboardingHealth And Safety

About the role

Original posting from iCapital via Greenhouse

About the Role

iCapital is seeking an Office Coordinator to support the day-to-day operations of our office and help deliver an exceptional workplace experience for employees and visitors. As an iCapital employee with access to company systems and platforms, this role will work closely with the Office Manager to ensure smooth office operations, maintain high hospitality standards, coordinate workplace services, and provide administrative support.

The Office Coordinator serves as a key operational partner to the Office Manager and will assume responsibility for essential office functions during periods when the Office Manager is out of the office, including PTO, business travel, or other absences. This position requires a highly organized, service-oriented, and proactive individual who thrives in a fast-paced environment and enjoys supporting employees across all levels of the organization.

Responsibilities

Support the Office Manager in overseeing daily office operations, maintaining office documentation, inventories, operational procedures, and supporting administrative projects and special initiatives as assigned.

Serve as a welcoming and professional point of contact for employees, guests, and vendors, fostering a positive, hospitable workplace environment and assisting employees with workplace-related requests while directing inquiries appropriately.

Coordinate employee engagement activities, office events, breakfasts, lunches, celebrations, workplace initiatives, conference room readiness, event setup, and communications related to office updates, policies, and workplace programs.

Monitor, maintain, and replenish pantry supplies, snacks, beverages, office supplies, consumables, onboarding materials, welcome kits, and office equipment, while proactively identifying low inventory levels and ensuring pantries, kitchens, storage rooms, inventory areas, and common spaces remain organized, well-stocked, and presentable.

Receive, organize, and distribute deliveries and coordinate replenishment orders as needed.

Coordinate vendor visits, maintenance requests, repairs, service appointments, building management interactions, and vendor relationships, while assisting with office walkthroughs to identify facility issues, escalating concerns to the Office Manager and Regional Facilities team, and supporting timely resolution.

Assist with office projects, office moves, furniture installations, workplace improvements, and other facilities-related initiatives.

Support onboarding activities, including workstation preparation, welcome materials, office orientations, and coordination with IT and other internal departments to ensure new hire readiness.

Support health, safety, security, and emergency preparedness initiatives, including fire drills and safety communications, while ensuring workplace policies and procedures are consistently followed.

Maintain confidentiality when handling sensitive employee or business information.

Qualifications

Strong organizational and time management skills

Excellent written and verbal communication abilities

Customer-service and hospitality-focused mindset

Able to multitask and prioritize competing responsibilities.

Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint)

Able to quickly learn company systems and workplace technologies

Strong attention to detail and follow-through

Experience with workplace management platforms such as OfficeSpace, Coupa, Expensify, Sharebite, or similar systems is preferred

Experience supporting events, vendor management, facilities operations, or employee engagement programs

Work onsite Monday through Friday during standard business hours

Demonstrate professionalism, discretion, and sound judgment

Maintain a positive attitude and willingness to support office needs as they arise

Able to lift and move up to 40 pounds

Act as a trusted extension of the Office Manager and Workplace Team

Benefits

The base salary range for this role is $65,000 to $75,000.  iCapital offers a compensation package which includes salary, equity for all full-time employees, and an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling, parental leave, and unlimited paid time off (PTO).

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week.

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Source: iCapital careers (Greenhouse)

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